•
Open the Journal folder
•
Create a Journal entry
•
Assign a contact to a Journal entry
•
Modify Journal entry types
OPENING THE JOURNAL FOLDER
Discussion
Journal is a tool designed to let you automatically record your activities with contacts, including e-mail messages, telephone calls, meetings, tasks, and faxes. You can also use Journal to track documents, worksheets, and files you create in other Office applications.
Tracking activities and Outlook items in the Journal
The Journal folder is not by default accessible from the Navigation Pane. So if you want to
use it, you have to add a Journal button by clicking the Configure Buttons button and
selecting Journal from the Add or Remove Buttons… list.
When you open the Journal folder, a Microsoft Outlook message box opens, prompting you
to turn on automatic tracking of Office files (Word, Excel Access and PowerPoint) and emails that are sent or received from people in your contacts folder. It also suggests that the
Activities page in the Contacts window is the best place to track e-mail (see page 98). You
can select the Please do not show me this dialog again optionto prevent the message box
If you choose to turn the Journal on using the above method, you must then set Journal options in order for Outlook to track your activities automatically. You must select options to have Outlook track items such as e-mail messages; meeting requests, responses, and
cancellations; and task requests and responses. You must also select contacts for which these
activities will be monitored. If you have contact information stored in the Contacts folder, the
names of the contacts appear in the Journal Options dialog box. You can select a contact name to have Journal automatically track the selected activities for that specific contact. In addition, you must select the Office applications for which you want to record file activity, if desired.
You can also control the action taken when you double-click a Journal entry. You can either have the Journal entry open in the Journal Entry window or have the actual file to which the entry is referring (such as a Word document or an Excel workbook) open in its parent Office application. Additionally, you can control AutoArchive settings from this dialog box.
If you do not turn Journal on, the Journal folder will open; however, no activities will be
automatically recorded.
The Journal Options dialog box
Tip
If you do not turn the Journal on when prompted or, you want to change Journal options later, you can make the necessary changes in the Notes and Journal pane of Outlook Options.
Procedures
1. Click the Configure Buttons drop-down button at the bottom of the Navigation
Pane.
4. Click the Journal button.
5. Click Yes, if desired,to turn Journal on and record activities automatically.
Otherwise, click No.
6. If you selected Yes in step 2:
7. In the Automatically record these items list box, select the activities you want
Journal to record automatically.
8. In the For these contacts list box, select the contacts for whom you want selected
activities tracked.
9. Select other options as desired.
10. Select OK to save your Journal option settings.
CREATING A MANUAL JOURNAL ENTRY
Discussion
You can use Journal to record any activity. Although Journal can automatically record activities in Outlook and other Office applications, you can also manually add activities. For example, you can manually record a conversation you had in your office or a letter you received from a business associate.
Journal allows you to add an activity using the Journal Entry window. As with other
Message, Task, Appointment, and Meeting windows, the Journal Entry window allows you to define a subject. Other options allow you to specify an entry type, contact, and company, as well as start and end times and entry duration. A timer is also available to track the actual
amount of time spent on the activity. You can use the Address Book button to select from a
list of your contacts and use the Categorize button to organise your entries.
Procedures
1. If necessary, add the Journal button to the Navigation Pane as described on page
107.
2. View the Journal.
3. Click the Journal Entry command in the New group of the Ribbon.
4. Type a subject that summarizes the activity.
5. Select the Entry type list.
6. Select the appropriate entry type.
7. Click in the Company: box.
8. Enter a company name to associate with the Journal entry, if desired.
9. Enter the Starttime and Duration as desired.
10. Click into the details box.
11. Type any notes you want add to the Journal entry.
12. Click the Save and Close command when finished.
ASSIGNING A CONTACT TO A JOURNAL ENTRY
Discussion
You can use Journal to assign an entry to a contact. When you assign Journal entries to contacts, you can view all the Journal entries for a contact in the Contact window under Activities (see page 98).
Once you assign a contact to a Journal entry, the Journal entry becomes linked to the contact.
Procedures
1. If necessary, add the Journal button to the Navigation Pane as described on page
107.
2. View the Journal.
3. Open the Journal entry for which you want to assign a contact.
4. Click AddressBook in the Names group of the JournalEntry tab.
5. Select the desired folder from the Lookin: list.
6. Select the desired item from the Items list box.
MODIFYING JOURNAL ENTRY TYPES
Discussion
You can change the entry type in a Journal entry at any time. If you have a meeting regarding a sales proposal and later decide to work on a written sales proposal, you can change the
type of entry from meeting to document. Journal also lets you link the file to that entry. If
you cannot remember where the file is located at a later date, you can go to the Journal entry and find the file.
Procedures
1. If necessary, add the Journal button to the Navigation Pane as described on page
107.
2. View the Journal.
3. Open the Journal entry for which you want to change the entry type.
4. Select the Entrytype list.
5. Select the appropriate entry type.
6. If desired, select the Insert tab.
7. Click the Attach File command in the Include group.
8. Select the JournalEntry tab.
9. Click the Save and Close command .
DELETING A JOURNAL ENTRY
Discussion
You can delete Journal entries you no longer need or that clutter your Journal view. You can
delete entries using the shortcut menu (right-click over the Journal entry), the Home tab,
Delete command or the keyboard. Deleted entries are moved to the Deleted Items folder and
not actually removed from your mailbox until the Deleted Items folder is emptied.
Procedures
1. If necessary, add the Journal button to the Navigation Pane as described on page
107.
2. View the Journal.
3. Select the Journal entry you want to delete.